Residence Life Policies

Policies and Regulations

Visitation Policies

Only residents, their guests and appropriate University personnel are allowed in the residence halls. All non-resident students and visitors in the residence halls must be accompanied by a resident of that building. In Stella and Elizabeth Halls, all visitors must be signed into the Guest Log in the Hall Office. Visitors must also be signed out when they leave. Residents may visit other residents in any hall without leaving a photo ID or receiving a guest pass, but they must sign in to the Guest Log and be escorted by a resident of that hall; visitation policies apply.

Residents are responsible for seeing that their guests abide by all University policies while in the residence halls.

Visitors are permitted to park only in designated areas.

Summer and Vacation Time

During the summer terms and vacation periods, Hall Office hours will be altered. Some residence halls may close. New hours will be posted out side the Hall Office, and services may be limited during this time. Visitation will be the same as during the academic year. Adhering to the policy is the responsibility of the resident. Violators of the visitation policy may be subject to disciplinary action.

Overnight Visitors

Residents may have guests in their room overnight. Only same sex guests may stay in resident rooms overnight and must be signed in as overnight guests in the Guest Log located in the Hall Office. Residents should obtain an agreement from their roommate when inviting an overnight guest. The Overnight Guest Request Form should be used for this request. This form is located in the Hall Office of each residence hall. With roommate and Hall Director approval, stay is limited to three nights. If conflicts develop, the Hall Director may ask the guest(s) to leave the residence hall. Guests staying more than three (3) nights must stay in one of the Guest Rooms in the residence halls, provided the Guest Rooms are not already occupied. There is a charge for use of the guest rooms. For more information see the DRL.

Lounges and Lobbies

Residence hall lounges are available for a wide variety of functions and activities. Individuals or organizations wishing to use these areas must make a reservation through the front desk at least 24 hours in advance. Guests or non-resident lobby users must follow the visitation hours and guidelines. All furniture and equipment in residence hall lounges and lobbies or other common areas are not to be moved from their locations.

Courtesy, Quiet Hours, and Noise

Noise contained within a room is the concern of roommates, but noise traveling beyond the walls of a room is the concern of all residents. Residents and guests must respect the rights of the other members of the residential community. 65 While the residential community is expected to govern itself with regards to noise in the residence halls; the housing staff will intervene if necessary. Designated hours are set aside to encourage the development of a study environment in the residence halls. During Finals Week, 24-hour quiet hours are in effect. General courtesy will always make it possible to avoid problems relating to noise in the residence halls. Residents and guests in the residence halls must always be courteous to the rest of the residential community in the building regarding the issue of noise. If a resident or guest is asked to be quieter, that individual or group is expected to grant the request. Failure to do so may result in disciplinary action.

Quiet Hours (10:00 p.m. to 10:00 a.m.) Residents should be able to depend on a certain time each night to become quiet enough to sleep or study. There should not be any noise in the residence halls during quiet hours. Failure of any resident to abide by this policy may result in disciplinary action. Failure of a guest to abide by this policy may result in the RA or Hall Director asking the guest to leave the residence hall.

Solicitation

No non-University soliciting is permitted in the residence halls. Use of public areas and University rooms for operation of business or enterprise is prohibited. Exceptions must be cleared with the Dean of Students.

Posting and Advertisements

All postings must bear an approved University stamp. 66 No posting will be approved unless it has the sponsoring groups contact information and it pertains to student life or University business. Posted flyers not approved will be removed and destroyed. Failure to do so may result in the suspension of the violating organizations posting privilege. In order post fliers, have the fliers stamped at the Student Life office.

Provide no more than two fliers per residence hall (six total fliers). The fliers will be posted in the halls by Residence Life staff. Please provide four business days to ensure that fliers are posted in a timely manner. 67 University officials may revoke this privilege at any time.

Storage

Due to limited space and liability, Texas Wesleyan University does not provide storage for the personal property of students. Residents may store personal belongings in their rooms during times of occupancy, but may not store any personal belongings in common areas. Abandoned property in residence halls will be donated to charity. Contact the Office of Residence Life for details.

Privacy and Searches

Texas Wesleyan has a responsibility to maintain standards of behavior that are acceptable for the institution and to protect its property. The right to privacy carries with it certain responsibilities: the obligation to avoid actions that disturb or intrude on the privacy of others, actions that are illegal or those that violate University policy. In residence halls provided by the institution, the Director of Residence Life or their designee may authorize entry to and search of a student's room when such entry is deemed legally justified. Legally, housing administrators may make reasonable searches without a warrant in emergencies for necessary maintenance, inventory, health and safety inspections, or to enforce appropriate regulations that further the educational mission of the institution. Such entry and search is made in the presence of the student(s) whenever possible. If the student(s) cannot be located, another University employee or a student witness will accompany the person authorized to enter the room.

Except in certain emergency situations, officials conducting a search without a warrant will give notice of their identity and purpose, and will provide students with a written justification for the search. Whenever a housing staff member or maintenance staff enter a room when the student cannot be located, a standard note will be left to inform the student that his/her room was entered. The note will give justification for the entry, what was done, who was there and for how long.

During a room search, a resident may be directed to open a locked drawer or personal storage container (i.e. foot looker, suitcase). Failure to comply will result in the lock being removed by a member of the search party.

Health and Safety Inspections will be conducted at least 1-4 times a semester.

Alcoholic Beverages

Alcohol is not permitted in or on residence hall property. Any container that originally contained alcohol is not permitted either. The following are examples of acceptable collection items that are usually associated with alcohol: shot glasses, beer steins, champagne glasses, or mugs. Questionable or unusual items will be left to the discretion of the Residence Hall staff.

It is the responsibility of each resident to avoid being in the presence of alcohol or the use of alcohol in the residence halls. Residents are responsible for the actions and behavior of their guest/s. Violators of this policy are subject to disciplinary action. 68 Please refer to section IX for further explanation of the University Alcohol Policy.

Narcotics

The possession or use of illegal drugs is not permitted on campus or in any of the buildings. If you violate the regulation or your behavior is affected by the use of drugs, you will be subject to disciplinary action.

The possession of prescription medicine is permitted only for those to whom the prescription was issued. 69 All other possession of prescribed medicines is prohibited.

Tobacco

Smoking is not permitted in the residence halls at any time. Smokers are asked to avoid smoking directly outside the main entrances to the building out of courtesy to those entering or leaving the building. Designated smoking areas with ashtrays have been established outside the residence halls.

Fire Safety Hazards

Odor producing paraphernalia requiring the use of open flames (such as candles and incense) are fire safety hazards and are prohibited. Halogen lamps are also a fire safety hazard and are not allowed in the residence halls.

Appliances with exposed heating elements, which could be left unattended for; long periods of time (such as simmering potpourris or scented light bulb rings) and which require heat to release the scent are also prohibited.

Warning: Residence hall wiring cannot accommodate an excessive number of electrical appliances. A maximum of five major appliances is allowed in each room. Major appliances include stereo, TV/VCR, computer, printer, refrigerator, and microwave. Microwaves must be used with an approved plug adapter. See the Hall Director for details. Small refrigerators may also be used in resident rooms. It is a resident's responsibility to keep them clean and in proper working order. The use of a surge protector is recommended with any major appliance.

Fire Equipment Regulations

Because it is imperative that fire and safety equipment function properly when it is needed, the following acts are prohibited:

Tampering or playing with fire extinguishers, smoke detectors, exit lights or emergency lights

Obstructing halls and stairwells with furniture, debris, and other materials.

70 71 72 73 74 RESIDENTS WHO JEOPARDIZE THE SECURITY OR SAFETY OF ANY STUDENT WILL BE SUBJECT TO SEVERE DISCIPLINARY ACTION. TAMPERING WITH FIRE EQUIPMENT OR ACTS OF ARSON CAN RESULT IN CIVIL PROSECUTION, DISCIPLINARY MEASURES, AND/OR POSSIBLE FINES.

Lock-out Policy

Between 7PM and 7AM the RA on Duty can provide lockout services. Residents can page their RA using the posted RA Pager number. From 7AM to 7PM residents should call Security to unlock their room. Security will unlock the room as soon as it is possible to do so. The resident may be requested to show identification and may have to wait several minutes. The first two lockouts will be free. After two lockouts, the resident will be charged $5. This lockout fee will be charged to the student's account.

Mandatory Hall Meetings

The Hall Director will conduct these at regular intervals during the fall and spring semesters. All residents are expected to attend these meetings. Each resident will be held accountable for the information provided at the meetings even if they do not attend. Check your residence hall for times and dates. 75

Key Policy

Security of the entire Residence community and their belongings depends on each resident keeping his/her key safe. Anytime a resident key is lost or stolen, the core to the lock for his/her room door will be replaced and the student will be assessed $35 for each core. The resident will also be charged $7 for the replacement of the key, and $7 for the replacement of the roommate's key(s), if applicable. These fines are non-refundable. 76 If a swipe card or fob is lost or stolen, the replacement cost is $30.

Community Assessment

It is important each student complete a Room Condition Form (RCF). Students can be assessed community charges and should be familiar with section XIV (Care of Facilities) section of their housing contract.

Check-Out

Residents must check out of the residents hall each semester 24 hours after their last final if they will not be living on campus for the next semester. Residents who are participating in graduation will be allowed to remain in the hall until 2pm on December 12 for the Fall semester and 2pm on May 14 in the Spring semester. Failure to officially check out on time will result in a $100 improper checkout fee. Residents may also be charged an additional daily fee if all of their belongings have not been removed.

When moving from the residence hall, the resident should first set up a check-out time with their Resident Assistant then move all personal property from the room and clean it for inspection. Proper checkout is always by appointment only. The resident should then meet the Resident Assistant, who will inspect the room for damage and/or shortages and accept the key from the resident. Until the checkout procedure has been properly completed, charges will continue to incur and the resident is still responsible for the condition of his/her room and payment of his/her room and board. The following checkout procedure must be followed in order for the resident to be cleared from the hall:

Schedule the checkout with the RA at least 24 hours in advance of the checkout.

Remove all personal effects from the room. The University is not responsible for any property left in a room once the student has moved out, not returned for the following semester, or the contracted term has expired, whichever comes first.

Clean room thoroughly, including the floor.

Bag all trash and place it in designated trash areas.

Clean sink and bathroom where applicable.

Return all furniture in the room to its original arrangement.

Have room inspected by the Resident Assistant, by appointment only.

Complete and sign paperwork.

Return the keys to the RA. Failures to return the keys will result in a $70 re-key charge.

Complete a deposit refund application if not returning to on campus housing in the next 12 months.

Give room key and the deposit refund application to the RA.

Contact the mailroom at 817-531-4409 for forwarding information. Mail will not be held for former residents and will be returned to the sender.

Security Issues

University Issued Identification

All students, faculty, and staff of Texas Wesleyan University are required to carry a University issued identification card at all times. The identification must be produced when requested by a University official. IDs are made at the circulation desk of the West Library during regular business hours.

Building Security

All outside residence hall doors will remain locked at all times. HDs must approve any exception to this rule. Residents' room keys will open these doors. These doors are not to be propped open. Each resident is responsible for keeping the doors locked and is prohibited from allowing non-residents entry except through the visitation policy. Each resident must carry his/her Texas Wesleyan identification card while on the campus. Residents are required to show their ID cards for identification purposes when asked to do so by University officials.

Key Control

Each resident is responsible for keeping university issued keys in their possession at all times. Keys are not to be given to anyone who is not a resident of the room for which that key is made.

Securing Valuables

Each resident is responsible for the security (regular locking) of his/her room and reporting any lost keys or locks that do not work properly to the front desk. Items of value should be secured at all times. Students may have valuables engraved for identification with an engraving tool provided by campus security. The University police liaison will assist students with this procedure. The University is not responsible for the theft of personal belongings. Residents are strongly urged to take out insurance coverage for their personal property and to photograph and pursue other means of protecting possessions. Residents are encouraged to check their parent's homeowner's insurance policy, as many times it will cover property in University housing.

Theft and Personal Liability

Students are encouraged to immediately report all losses and thefts to security and the residence hall staff. The best guard against property loss is to keep doors locked at all times. Residents are liable for personal injury or damage that occurs in their room. Each resident is encouraged to carry adequate personal insurance and renter's insurance. In some cases, parents' homeowner's insurance may provide adequate coverage. Any student involved in theft will be subject to disciplinary action that could result in suspension or removal from the hall.

Room Inspection and Damage Assessment

Each student is liable for full payment for any loss or damage to the room, furnishings or public use areas provided by the University. Residents may be required to forfeit portions (divided equally among residence hall students) of their room and damage deposits for public area damages when responsible parties cannot be identified. Individual rooms should be kept clean and repair requests should be made promptly. The University reserves the right to enter rooms for maintenance repairs and/or inspections.

Individual Accountability

Each resident should play a proactive role in the residence halls. If others are observed abusing the facilities or violating University policy, the witness shall report the incident to a hall staff member. Every measure will be taken to ensure anonymity.

Safety of Person and Property

Students must ensure and take responsibility for their own safety and the safety of their property by practicing fundamental crime prevention techniques. The University is not responsible for loss or theft of personal property. It is recommended that students carry applicable insurance to cover potential losses.